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Eligibility

All full- and part-time non-union regular employees are covered by this procedure, other than probationary employees, temporary employees and Administrative Officers. Procedures for probationary employees (meaning only new hires), temporary employees and Administrative Officers are as provided for in the Employment Conduct, Discipline section of this Handbook. Procedures regarding union employees as provided in the applicable collective bargaining agreement. An employee who has been placed on a PIP, warning, or suspended may not invoke this grievance procedure in relation to those disciplinary actions.

Steps of the Grievance Procedure
Prompt examination of employee issues is critical to their resolution. Therefore, timeframes have been established to move the grievance through the review process. A grievance not filed in conformance with the steps and timeframes below shall be considered automatically withdrawn.

1. The grievance process must be initiated by the employee by filing a written grievance within ten working days of the occurrence of the incident or knowledge of said incident. An incident may be a single occurrence or a pattern of conduct.
   
   The employee’s written grievance must include, at a minimum:
   (a) the date of the alleged incident or duration of the pattern of conduct;
   (b) a detailed description of the conduct;
   (c) the names of any witnesses to the alleged conduct;
   (d) the rights, procedures or policies believed to be violated;
   (e) all facts in support of the complaint; and
   (f) the specific resolution or remedy sought.
   
   The written grievance shall be submitted to the employee’s Human Resources representative within the ten-day timeframe.
2. Complaints submitted via Maxient, the university’s reporting system, are not handled through this grievance procedure. Complaints regarding Human Resources will be initiated at step four.
3. Grievances will be reviewed promptly, and appropriate follow-up will be coordinated by the employee’s Human Resources representative or their delegate.
4. In the event that the grievance is not resolved to the satisfaction of the employee at Step 3, it may be escalated by the employee in writing within ten working days, to the Vice President of Human Resources.
   
   The employee must submit along with their request to escalate:
   (a) a copy of the grievance;
   (b) a copy of the Step 3 response to the grievance; and
   (c) the specific reasons for disagreement with the response by Human Resources;
   (d) and the facts in support thereof.
   
   The decision of the Vice President shall be rendered in writing and shall be final under this Staff Grievance Procedure.

The university reserves the right to consolidate sequential and/or similar complaints made by the same employee when deemed appropriate.

The Staff Grievance Procedure is not a legal proceeding, and no legal representative for the grievant is permitted to participate.

If the employee’s complaint is also the subject of an external process or venue such as, for example, situations in which an employee has retained an attorney, filed a lawsuit or complaint with an administrative agency or threatened to do so, it shall not be processed through the Staff Grievance Procedure.